PENNSYLVANIA DEPARTMENT OF AGING 1. File Number: 2 ...

PENNSYLVANIA DEPARTMENT OF AGING

1. File Number: 2. Disposition:

APD # 15-01-04 Supplements Title XIX Medicaid
3. Issuance Date: Grant Agreement
4. Effective Date:

COMMONWEALTH OF September 26, 2014 July 1, 2014
PENNSYLVANIA
5. Program Area: AAA Administration
DEPARTMENT OF AGING
Harrisburg, PA 17101

6. Origin: 7. Contact:
Bureau of Finance SAMS/OMNIA-Dennis DeSantis
Finance-Rob Heinlen

AGING PROGRAM DIRECTIVE

SUBJECT: AREA AGENCY ON AGING (AAA) PROGRAM REQUIREMENTS, PLANNING
ALLOCATIONS AND REPORTING REQUIREMENTS FOR THE TITLE XIX
AGREEMENT FOR FY 2014-15 REVISION #1

TO: EXECUTIVE STAFF PA COUNCIL ON AGING

ADMINISTRATION ON AGING AREA AGENCIES ON AGING

PA ASSOCIATION OF AREA COMPTROLLER

AGENCIES ON AGING

FROM:

Brian M. Duke
Secretary
Pennsylvania Department of Aging

PURPOSE:

The purpose of this Aging Program Directive (APD) is to update the Title XIX funding allocations for
the Fiscal Year (FY) 2014-15; transmit program requirement changes as needed; and issue the
reporting requirements for activities and expenditures.

BACKGROUND:

This APD transmits, in one document, all key information required for the submission of the FY 2014-
15 Title XIX Revision No.1. AAAs are advised to refer to this APD frequently throughout the planning
process for the development of these plans. Federal funding affected by this APD includes MA
Support.

ADMINISTRATION AND SUPPORT

At the request of the AAA network these costs have been divided into two separate columns in order
to better track the expenditures. The net costs of these activities must not exceed 15% of the
budgeted allocation. Costs that are recorded here include any expenditure not directly attributable to
the I&R or assessment functions but are necessary to support these activities.

Administrative expenses associated with MA Assessment activities and comprehensive
assessment/recertification are funded at 50% federal funds and 50% state funds, except for that
portion of the comprehensive assessment/recertification provided by skilled professional medical
personnel, which is funded at 75% federal funds and 25% state funds.

Administrative, I&R, and assessment budget and expenditure amounts are recorded on the
W0515XX.xls and W1515XX.xls reports respectively.

MA ASSESSMENTS ALLOCATIONS

Expenditures reported in this cost center are any costs directly related to the performance of
assessments. These costs should be for personnel, benefits, training, and/or travel. Only first-line
supervisory costs can be considered in this cost center.

OBRA screens are funded at 75% federal funds and 25% state funds.

AAAs must budget the amounts identified on the ATTACH.1 Assessment worksheet in the
W0515XX.XLS’ MA Assessment and OBRA/PASSR cost centers. Reallocation of funds between the
75/25% federal financial participation and the 50/50% federal financial participation is permitted only
through written authorization by the Department of Aging.

OTHER FUNDS

Other funds provided by the Title XIX grant include allocations for the Link to Aging and Disabilities
Resource Centers (ADRC). The ADRC is designed to be a coordinated network of core and
collaborative partner agencies which allows for the consumer to initiate contact with any Link network
partner and, generally speaking, experience the same intake to access information, assistance, and
resources. A consumer should directly or seamlessly be connected to the information and services
needed no matter the initial point of entry into the system. The “No Wrong Door” approach attempts
to minimize duplication of efforts by consumer and providers. Core and collaborative partners work in
conjunction for ongoing development of communication, cross-training and marketing/outreach.
AAA’s may manage Link (ADRC) funds or may contract with another Link core partner to serve as
fiscal manager following previous sent OLTL parameters for Link funding.

Allowable activities include: information referral and assistance, Options counseling, benefits
counseling, application assistance, person centered transition support, partnership development,
training, community outreach and education, and special projects.

Beginning this year the ADRC network will reorganize from 52 to 15 Link Service Areas. See the
program APD 15-01-03 for coverage information.

PROGRAMS REQUIREMENTS

AAAs must comply with the requirements set forth in the Home and Community Based Services
(HCBS) Procedure Manual and other direction provided by PDA.

BUDGET SUBMISSION REQUIREMENTS

AAA developed budgets (W0515XX.XLS and W0715XX.XLS) are due to the Department of Aging
within 45 days of the issuance of this APD.

FISCAL REPORTING SUBMISSION REQUIREMENTS

W1515XX.XLS and W1715XX.XLS files should be submitted as a .PRN file and report quarter
specific expenditures. The files are submitted by placing them in the AAA folder on the AS400 drive.

The Excel Files, W1515XX.XLS and W1715XX.XLS, are included in the PFRZIP15.ZIP file in the
AAAEXCEL folder on the AS/400.

Procedures for completing the Excel files, running the macro, and submitting the .prn files are found
in the “Procedures for AAAs to Submit Program Reports to the Department” located in the

BUDZIP15.ZIP file.

FISCAL REPORTING DUE DATES

AAAs must transmit the fiscal reporting documents by the date listed on the schedule below.

Report Month Due Date
1st Quarter July-September October 10, 2014
2nd Quarter August-December January 10, 2015
3rd Quarter January-March April 10, 2015
4th Quarter April-June July 10, 2015

TECHNICAL ASSISTANCE

Please contact Diane Bressler (717.772.0189 or [email protected]) or Rob Heinlen (717.772.0192 or
[email protected]) with any questions regarding the completion of the budget and financial reporting
requirements. Questions regarding data entry in the SAMS/OMNIA database should be directed to;
Dennis DeSantis at [email protected]. Please use “SAMS Questions” or “OMNIA Question” in the
subject line of the e-mail. If technical assistance is needed for the electronic transmission, please
contact the Management Information Systems (MIS) Division of the Department of Aging, at (717)
783-3126.